Good afternoon all.
Imagine you had to send and receive some significant size contractual, engineering documents electronically.
It is important that these are only viewable by the sender and recipient.
What system(s) would you recommend using to do this? Files may be too large for email.
Any joy using MS Teams?
Thanks in advance.
Do you have a fax machine?
sftp?
Dropbox
DPD.
As you mentioned MS Teams I'm assuming you're using Microsoft 365. If that is the case take a look at Azure Information Protection
More serious answer, have a look at Egress Switch. It's secure email and it works well.
Egress seem to have quietly dropped Switch in favour of other products which I've never used, but you can still sign up for the trial version where you get a number of mails for free (IIRC it's about 40).
It is important that these are only viewable by the sender and recipient.
There's plenty of options. Most online storage will have the ability to share restricted access, if you're using Teams then presumably you're looking at OneDrive (or Sharepoint I suppose) here. Sharing internally via OneDrive rather than emailing documents back and forth is something I've been trying to champion at work for months now ("but we've always done it this way").
The problem with any sort of secure transmission though is that as soon as it's out of your hands it presents other challenges. How, for instance, do you ensure that the recipient of your Top Sekrit document doesn't immediately print it out and then leave it in Starbucks?
How, for instance, do you ensure that the recipient of your Top Sekrit document doesn’t immediately print it out and then leave it in Starbucks?
With AIP labelling you can prevent printing & downloading amongst other things (sadly you can't prevent screenshots if the device isn't managed). How practical such strict controls are in the 'real world' for you and your recipient... that's for you to weigh up the pros, cons and risks.
Assuming you've got Teams, invite the recipient to the Team as an external guest (Maybe create a Private Team for all matters related to work with the recipient) Wrap the AIP labelling policies around the file to be shared, then share the file with the recipient via Teams eh voila. The file(s) are safe(r) and monitored.
If your org is using M365 then take a look at AIP, it's there and ready to be used. Saving the need to use and pay for other 3rd party solutions.
One more useful link: Collaborating with people outside your organization
